Approve Inquiry - Intergraph Smart Materials - 10.2 - Training - Hexagon

Intergraph Smart Materials Classic Lab Tutorials (10.2)

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Only users with the ALLOW INQUIRY APPROVAL privilege can approve inquiries on the Inquiry tab of P.30.21 Prepare RFQ. The following prerequisites must be fulfilled before you can approve an inquiry:

  • At least one bidder must be assigned to the inquiry.

  • At least one requisition must be assigned to the inquiry.

  • If the project default ZP_SUPAPRV is set to Y, the list of bidders must be approved, which means the Bidders Approved check box must be set.

  • In the case of an inquiry supplement > 0 (zero), a reason for the supplement must be entered in the corresponding field.

  • In the case of an inquiry supplement > 0 (zero) and if the project default ZP_ADD_RQD is set to Y, at least one addendum must be specified for this supplement.

You can approve inquiries either by using the Approve button or by an approval sequence. To assign an approval sequence, click the Approval Sequence button to open the A.20.49 Approval Sequence screen. Here you can select a pre-defined template from the LOV in the Approval Template field and click the Copy button to copy the users assigned to the template to the approval sequence of the selected inquiry. Or, add the users manually by entering a sequence number in the Seq fields and selecting the user from the LOV in the User field. When you select the Inquiry RfA check box on the Inquiry tab of P.30.21 Prepare RFQ, an email is sent to the first user in the approval sequence to notify him that the approval of the inquiry can be started. The user assigned to the approval sequence can now use the A.20.49 screen to approve or reject the inquiry.

If an approval sequence was defined for an inquiry:

  • you cannot approve the inquiry without selecting the Inquiry RfA check box.

  • the Inquiry RfA check box can only be selected when the bidders assigned to the inquiry are approved. In other words, the Bidders Approved check box must be selected before the RfA check box can be enabled.

  • the Approve button is disabled.

If you do not assign an approval sequence, the inquiry can be approved using the Approve button.

To reverse an approval of an inquiry, click the Reverse Approval button. You can only reverse the inquiry approval if:

  • no higher inquiry supplement exists,

  • no agreement was created for this inquiry,

  • you have the privilege ALLOW INQUIRY APPROVAL.

In case of an inquiry-only inquiry, the approval can only be reversed if no purchase requisition has been created based on the associated quotes.

If you have set up an approval sequence, this button is not available. In this case, you have to reverse the approval by taking it back on the A.20.49 Approval Sequence screen opened by the Approval Sequence button.

When reversing the approval, the following changes are applied:

  • all quote summaries are deleted,

  • approved date, approved by, and issue date are cleared (set to NULL),

  • the Bidders Approved check box is cleared,

  • the actual date of the milestone for the event 'P.30.21 - Inquiry Approval' is deleted (set to NULL). But this is only done for inquiries with supplement 0 (zero) and if the project default ZP_MS_TRCK is set to Y (automatic milestone tracking).

The following paragraph describes the actions triggered by the inquiry approval.

Approving an inquiry means that the quote summaries for all assigned bidders are created and no more changes can be applied to the inquiry.

Depending on the Summarize Line Items indicator, identical material over different requisition supplements is either summed up or placed on individual quote details.

The default values in the Weight Unit, Volume Unit, Req Delivery Date, Exp Lic Req, and %Dom. Prod. fields on the quote detail level are set depending on the values of the project defaults ZX_WEIGHT, ZX_VOLUME, ZP_X_WEEKS, and ZP_EXPLICR (Exp Lic Req and %Dom. Prod.), respectively.

The commercial evaluation checklists and other costs assigned to the inquiry are attached to the quote summaries.

The technical evaluation checklists assigned to the inquiry and its line items are taken over to the quote summaries and quote details, respectively. If any quote detail / requisition line item requires a technical evaluation, the whole quote summary is marked as 'technical evaluation required'.

The documents, VDRs, and text and terms assigned to the inquiry are copied to the quote summaries. VDRs and attributes that have been assigned to the requisition or its line items are taken over to the quote summary and the quote details, respectively.

If you have attributes assigned to a bidder, these attributes are copied to the quote summary.

The data of the Price Breakdown and Alternates/Options are also transferred to the quote summaries (if applicable).

If the project default ZP_EN_ACT is set to Y, emails are sent out to all assigned bidders to inform them that you are requesting a quote. If an approval document was assigned to the approval sequence of the inquiry, this document is also sent to the bidders. The message displayed below appears.

If you click Yes, the emails are directly sent out. If you click No, the A.60.55 Emails screen opens displaying the generated emails. Here you can check the emails and then click the Send unsent Emails button to send the emails.

Emails are only generated for those bidders for which the RFQ Email indicator is set on the P.20.01 Suppliers/Subcontractors screen and for which a communication link of type 'RFQ_EMAIL' is defined on the A.10.23 Companies screen and filled with a valid email address. If the project default ZP_USECON is set to N (default), the email addresses are taken from the Addresses tab. If ZP_USECON is set to Y, the email addresses are taken from the Contacts tab. In that case, only bidders with entries in the Company Employee field on the Bidders tab of P.30.21 Prepare RFQ gets an email.